In today's business environment, no matter how large or small an office actually is, most likely all the printing is accomplished with a variety of printer brands and models. Chances that all of these printers use the same toner are slim to none. But due to the fact that replacement toner cartridges can be quite expensive, most companies choose not to stock too many of them in order to save money. This fact makes it essential to streamline the ordering process so that the business can continue running smoothly and printing projects won't need to be put on hold just because a printer is out of toner.
So how can a smooth order process be accomplished?
Many companies create a spreadsheet that includes a list of all printers, model number and type, where they are located and what kind of cartridge they use. If one of the printers is a color printer it is also noted what type of cartridge is needed for both, the black as well as the color toner cartridge. This spreadsheet is then displayed in a central location, most often the office supply room, and also includes a column with a checklist. Each user, when removing a replacement toner cartridge, checks it off the list and notes the date. This is very helpful when trying to determine how long on average one cartridge lasts.
Unless a color printer is used solely to print multi-colored documents, it is much more likely that the black cartridge will run out first. Suppliers know this; they therefore quite often offer an additional discount when multipacks are ordered. It is always a good idea to take advantage of these deals, as money can be saved not only on the replacement toner but on shipping costs as well. If the phone number or website of the preferred supplier a company uses is prominently displayed on the printer model spreadsheet it is much more likely that the person that pulled the last box of toner will immediately reorder. However, as so often happens in a busy business environment, it may be that the user is in a hurry and does not note it down. Then, when an urgent printing project is due, everything comes to a standstill.
This is the reason why it is so important to work with a supply company that not only stocks a variety of replacement toner, but is also able to ship very quickly. It will ease the stress of having to order last minute for any fast-paced business.
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